HomeMy WebLinkAbout2023-092 PO 20230063- Polaris Land Surveying LLC •
Purchase Order
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CrryFiscal Year 2023 Page: 1 of: 1
B City of Ashland
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ATTN: Accounts PayableL 20 E. Main Purchase T
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Ashland, OR 97520 Order# 20230063
T Phone: 541/552-2010
O Email: payable@ashland.or.us .
V H, C/O Public Works Department
E POLARIS LAND SURVEYING LLC I 51 Winburn Way
N PO BOX 459 p Ashland, OR 97520
O ASHLAND, OR 97520 Phone: 541/488-5347
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Fax: 541/488-6006
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541 482-5009_ __ _ Scott Fleu
07/11/2022 604 a FOB ASHLAND OR Cit Accounts Pa able
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Surveying Walnut Street
1 MODIFIED: Surveying services for Walnut Street 1.0 $17,000.00 $17,000.00
Personal Services Agreement (Less than $35,000)
Completion date: 06/30/2023 • ..
Processed change order 08/09/2023
Amendment No. 1
Completion date extended,to 12/31/2023 .
Project Account:
***************GL SUMMARY***************
I • I 081200-704200 $17,000.00
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kert
By: I v1.1s. 1Date: (V
Authorized Signatur 5a . $17,000.00
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FORM #10 i(7 CITY OF
CONTRACT AMENDMENT APPROVAL REQUEST FORM
AsHLAND
Request for a Change Order
Name of Supplier!Contractor I Consultant: Polaris Land Surveying TotaL• tufa olhls
t"_.cridment
Purchase Order Number 20230063
Title l Description: Walnut Street Surveying services $ date change only
E■ Per attached contract amendment
Contract Amendment
Original contract amount $17,000 100 %of original contract
Total amount of previous contract amendments %of original contract
Amount of this contract amendment %of original contract
TOTAL AMOUNT OF CONTRACT $ %of original contract
In accordance with OAR 137-047-0800:1)The amendment is within the scope of procurement as described in the solicitation documents,Sole Source notice or approval of Special
Procurement.2)The amendment is necessary to comply with a change in law that affects performance of the contract.3)The amendment results from renegotiation of the terms and
conditions,including the contract price,of a contract and the amendment is advantageous to the City of Ashland,subject to all of the followingconditions:a)goods and services to be
provided under the amended contract are the same as the goods and services to be provided under the unamended contract b)The City determines that,with all things considered,the
amended contract is at least as favorable to the City as the unamended contract;c)The amended contract does not have a tota I term greater than allowed in the solicitation document,
contract or approval of a Special Procurement.An amendment is not within the scope of the procurement if the City determines that if it had described the changes to be made by the
amendment in the procurement documents,it would likely have increased competition or affected award of contract
Contract amendment is within the scope of procurement: YES • NO (If"NO",requires Council approval I Attach copy of CC.)
Sourcing Method:
SMALL PROCUREMENT—Not exceeding$5,000 INVITATION TO BID or COOPERATIVE PROCUREMENT,QRF or
❑"YES",the total amount of contract and cumulative REQUEST FOR PROPOSAL EXEMPTION PURSUANT TO AMC 2.50
amendments s$6,000. 0 "YES",the total amount of cumulative amendments 0"YES",the total amount of original contract and
❑If"NO",amount exceeding authority requires s 25%of original contract amount or$250,000 ' cumulative amendments s$100K for Goods&Services,s
Council approval.Attach copy of Council whichever is less. $75K for Personal Services,<$50K for Attorney Fees.
Communication. 0 If"NO",amount exceeding authority requires 0 If"NO",amount exceeding authority requires Council
❑ Exempt—Reason: _ Council approval.Attach copy of Council approval.Attach copy of Council Communication.
PERSONAL SERVICES(Direct Appointment) Communication. i 0 Exempt—Reason:.
❑ °YES",cumulative amendments s$35,000 0 Exempt=Reason:
❑ If"NO",requires council approval.(Attach CC)
INTERMEDIATE PROCUREMENT SOLE SOURCE EMERGENCY PROCUREMENT
Goods&Services->$5,000 and<$100,000 0 "YES",the total amount of cumulative amendments 0 Written Findings:Document the nature of the
Personal Services->$5,000 and<$75,000 5 25%of original contract amount or$250,000 emergency,induding necessity and circumstances
❑ri "YES",the total amount of cumulative whichever is less. requiring the contract amendment
amendments<—25%of original contract amount 0 If"NO",amount exceeding authority requires 0 Obtain direction and written approval from City
❑If"NO",amount exceeding authority requires Council approval.Attach copy of Council Administrator
Council approval.Attach copy of Council Communication. 0 If applicable,attach copy of Council Communication
Communication. 0 Exempt—Reason: 1 0 Exempt—Reason:
I
❑ Exempt—Reason:
SPECIAL PROCUREMENT INTERGOVERNMENTAL AGREEMENT
❑"YES",the total amount of original contract and cumulative amendments are 0 Renewal of Intergovernmental Agreement:Terms modified in accordance with initial
within the amount and terms initially approved by Council as a Special agreement OR cost will not be more than 25%greater than initial agreement.Renewal
Procurement. approved by City Attorney and department head affected by renewal and approved/signed
❑ If°NO",amount exceeding authority requires Council approval. by City Administrator AMC 2.28.045(B)
Attach copy of Council Communication. 0 If"NO",Council approval is required.Attach copy of Council Communication
Project Number __ Account Number - i Account Number -
"Expenditure must be charged to the appropriate account numbers for the financials to reflect the actual expenditures accurately. Attach extra pages if needed.
Employee Signature:\GAYDW Department Head Signatu �f(,�� 1-4.tit
` � �,n$5,000)
I
City Manager:
Funds appropriated for current fiscal year: •• /NO (Contract and a den\\da reader than$35,000)
Finance Director(E' or greater than$5,000) Lv j- aQ to
Comments: r
Form#10—Contract Amendment Approval Request Form, Request for a Change Order,Page 1 of 1,4123/2020
•
AMENDMENT NO.
to
PERSONAL SERVICES AGREEMENT
between
THE CITY OF ASHLAND,
an Oregon municipal corpo ation,
("City")
and
Polaris Land Surveying,
("Contractor")
for
Surveying services-Walnut Street •
RECITALS
A. The City and Contractor previously entered into a Personal Services Agreement
effective July 11, 2022 (the "Agreement") to Con •actor provide Surveying "services.for
Walnut Street; and
B. The City and Contractor wish to amend the greement to extend the term of the
Agreement.
AGREEMENT
NOW THEREFORE,in consideration of the mutual benefits and obligations set forth
herein,the parties agree as follows:
1. Amend the Completion Date as follows,with strikeout wording deleted and underscored
wording added:
COMPLETION DATE: June 30,2023 December 3 l,2023
2. This Amendment No..1 is effective upon being signed by both parties.
3. Except as specifically modified by this Amendment No. 1,the terms and conditions of the
Agreement remain in full force and effect. •
IN WITNESS WHEREOF the parties have caused thisendrnent No: 1 to be signed in their
respective names by their duly authorized representatives assof-the dates set forth below:
Page 1 of 2: Amendment No. 1 to Personal Services Agreement.
} 7 '
CITY OF ASHLAND,OREGON POLARIS LAND SURVEYING
(CONTRACTOR)
By By: i 4/+---g-Puet
reite
Printed Name: 5e.orr FFc artrvy Printed Name: 5 44 t J to l .4 1rMlt,hrn
Title: pur tc woek5 vsc fez_ Title: J/ (,t yk
Date: . (p, 2023 Date: 2.3
Page 2 of 2: Amendment No. 1 to Personal Services Agreement